Summary
Date Posted: Wednesday, February 16, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Position: HR and Administration Manager
Location: Lusaka, Zambia
Application Deadline: 14 March 2022
Type of contract: 01-year fixed-term contract with possibility of renewal based on performance and availability of funding
Language(s) required: English (proficient/fluent writing and oral skills)

About WorldFish
WorldFish is an international, non-profit research and innovation organization reducing hunger, malnutrition and poverty across Africa, Asia and the Pacific. For over 45 years, our work on sustainable aquaculture and fisheries has improved the lives of millions of women, men and youth.
Fish and other aquatic foods grown in and harvested from oceans, lakes, rivers and ponds provide income for more than 800 million people and provide 3.3 billion with 20% of their animal protein intake. Our focus on sustainability makes sure that the way we produce and use these foods today means a plentiful future of generations to come.
Our evidence-based solutions range in scale from households to global policies and spans across six interlinked themes: nutrition, gender, climate, sustainability, economy and COVID-19.
We champion aquatic foods for healthy people and planet and believe that a sustainable blue planet of well-nourished children, women and men is within our reach.
About the Position
The HR and Administration Manager will oversee the HR and administration functions for Zambia and Malawi, as well as provide support to other countries falling under the jurisdiction of the Country Director, Zambia and Southern Africa, which includes the management and coordination of recruitment processes; ensuring up-to-date and accurate HR data; and creating, updating, managing and/or implementing HR policies and systems and change management consistent with WorldFish policies, values, and ethics and compliance framework.
The incumbent will also be responsible for the provision of comprehensive, effective and efficient services in Administration, Facilities and Operations Management, by complying with Center’s Policies and Procedures, Government laws and regulations, WorldFish Constitution and Host Country Agreement and consistent with WorldFish policies, values, and ethics and compliance framework.
The post holder will foster team spirit and work in collaboration with project and support staff in Zambia, Malawi and HQ, partner and donor organizations and government officials to create highly effective teams (HETs) that will successfully deliver services to multiple stakeholders including but not limited to donors, governments, partner organizations and vendors, and internal clients in WorldFish.

The successful candidate have key responsibilities in the following areas:
Human Resources
• Implement HR strategies and policies for Zambia, Malawi and Southern Africa, and ensure all changes and updates on HR policies, procedures and activities are timely and effectively communicated with staff.
• Lead all aspects of HR administration and activities, including but not limited to the following:
1. Management of recruitment processes including job descriptions, vacancy announcement, screening of candidates, chairing interview panels, making recommendations on recruitment.
2. Identify opportunities for building employment brand and sourcing and nurturing talent that support WorldFish mission and vision.
3. Monitor and facilitate performance management appraisals process that promote the culture of continuous learning and improvement.
4. Manage and resolve employee issues and industrial relations matters including carrying out investigations on employee complaints or concerns and escalate to HQ HR where appropriate.
5. Participate in job evaluation and propose remuneration offer to ensure internal equity and external competitiveness.
6. Provide orientation and training to all staff on HR systems, policies and procedures.
7. Responsible to maintain staff database in OCS and Payroll systems, and provide timely payroll changes update to Payroll team.
8. Working with HQ HR team to provide effective staff benefits administration.
9. Responsible for providing guidance and administrative support on staff disengagement (separation arrangement) related matters.
• Ensure the delivery of quality HR support services by developing a collaborative partnership with managers and individual staff members.
• Support knowledge building and knowledge sharing including staff training and development.
• Ensure proper filing of updated and accurate information in personnel file and support audit, i.e. contracts, agreements (MoU/MoA/LoA) etc.
• Participate in salary and benefit surveys, and analyse data, to ensure that the organization has accurate and up to date information relating to external pay obligations and assist with local tax obligations.
• Keep abreast with local labour laws and make recommendations for changes to management to ensure HR policies, procedures and reporting are in compliance.
• Ensure that the organization complies with health and safety and security regulation, examine and report on accidents and related incidents for the staff as well recommendations as necessary.
• Coach, train, and mentor staff with the aim of strengthening their capacity, exchanging knowledge within the team and providing professional development guidance that ultimately support WorldFish mission and vision.
Office Administration
• Facilitate day-to-day general administration support functions including but not limited to, logistics, organizing events, sponsored workshops, training courses, travel arrangements, travel visas, staff relocation and general services to ensure smooth and efficient office operations.
• Ensure that the office adheres to all relevant Center policies and procedures in the areas of administration, host-country relations and other pertinent areas.
• Knowledge of local immigration laws relating to international staff
• Ensure proper filing of updated and accurate information in corporate documents, i.e. contracts, agreements (MoU/MoA/LoA) etc.
• Manage the day-to-day office communication that includes drafting of correspondence, mail distribution (incoming letters), incoming and outgoing communications and routing it to the appropriate personnel for action/follow-up
• Manage project transport for the office and office petty cash.
• Manage office assets including, motor vehicles maintenance and all office equipment and ensure their appropriate insurance coverage, update of asset register and accountable use of the assets and disposal of assets in line with WorldFish SoPs.
• Be a member of procurement committee to ensure that all procurements are in compliance with CGIAR’s, WorldFish’s and donors’ cost principles, policies, provisions, and procedures to enable WorldFish get value for money.
• Undertake other tasks as appropriate to further advance relevant strategies and initiatives and as discussed with WorldFish and One-CGIAR’s leadership.
• Undertake other HR/Administration tasks as instructed by Supervisor.

Requirements
This job might be for you if you have the below skills and qualifications:
• Bachelor / Master Degree, qualifications in HR with advanced administrative experience.
• At least 3 years proven experience in HR and administration related field, preferably in an international organization working in a multi-cultural environment.
• Knowledge of the Zambian Government legal requirements with regards of labour, taxation, occupational health and safety, customs, permits and visas and other relevant legislation.
• Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings.
• Basic accountancy skills to manage petty cash account.
• Good skills in record keeping, including electronic filing and databases with strong ability to keep confidential information.
• Good people management skills and customer service oriented.

Desired Skills and Qualifications
• Human Resources Management.
• Excellent organizational and time-management skills.
• Good relationships with key offices in Government of Zambia
• Must be a member of the Zambia Institute of Human Resource Management (ZIHRM).
Benefits
Salary & Benefits
This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including (but not limited to) insurance coverage for staff and eligible dependents, provident fund contribution, paid leave and others.
Our Offer
The position will be based in Lusaka, Zambia. Interviews are expected to begin in March 2022. Only shortlisted candidates will be notified and expected to attend the virtual interview session. The successful candidate should be available to commence as soon as possible for an initial of one (01) year fixed-term contract, with the possibility of contract renewal depending on performance and funding situation.

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
Interested applicants are invited to submit the following information online latest by 14 March 2022:
• A cover letter including a 2-page (max) description of why you are an ideal candidate for this role referring to the key responsibilities and what you would bring to the role;
• A current curriculum vitae;
• Names and contacts (telephone and e-mail addresses) of three professional referees who are familiar with your qualifications and work experience. Your nominated referees ideally should have persons from each of the following category: direct supervisor, internal peer and/or direct report. None of referees will be contacted without your permission.
Screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted.
Our Gender, Diversity and Inclusion Commitment
WorldFish has seven offices across Asia, Africa and the Pacific, with more than 400 staff and 27 nationalities who contribute to a dynamic multicultural work environment.
WorldFish is committed to promoting a work environment where diversity and inclusion is valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.
People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity.
We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.

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